Background

The Clerical Officer II role provides essential clerical and administrative support within the Ministry. The position is responsible for ensuring that office records, correspondence, and documentation are handled accurately and efficiently to support day-to-day operations.

Key duties and responsibilities

Key duties and responsibilities include maintaining both physical and electronic filing systems to ensure proper record management, receiving, sorting, and distributing incoming correspondence, and preparing routine documents such as letters, memos, and reports. The Clerical Officer II will also be responsible for data entry tasks, updating registers, and ensuring that information is recorded accurately and is easily retrievable when required.

Additional responsibilities include supporting officers during meetings by preparing documentation, taking notes when assigned, and assisting with logistical arrangements. The role also involves handling office supplies, tracking usage, and supporting inventory control processes within the assigned department. Any other clerical duties assigned by supervisors will form part of this role.

• Maintaining both physical and electronic filing systems to ensure proper record management.
• Receiving, sorting, and distributing incoming correspondence.
• Preparing routine documents such as letters, memos, and reports.
• Data entry tasks.
• Updating registers.
• Ensuring that information is recorded accurately and is easily retrievable when required.
• Supporting officers during meetings by preparing documentation.
• Taking notes when assigned.
• Assisting with logistical arrangements.
• Handling office supplies.
• Tracking usage of office supplies.
• Supporting inventory control processes within the assigned department.
• Performing any other clerical duties assigned by supervisors.

• Record management
• Correspondence handling
• Document preparation
• Data entry
• Note-taking
• Logistical arrangements
• Inventory control

• Ability to maintain accurate records.
• Proficiency in preparing routine documents.
• Skills in data entry and register updating.
• Organizational skills for managing office supplies and inventory.